Class 7 – July 10 630pm to 8pm – Guest Speaker; Shealyn Angus, Wedding Designer/Planner Chris – storyboard presentation Site visit issues/questions Cost estimate questions Timing/agenda/schedule Creative & organizational skills

Sample Timing Traditionally, onsite ceremonies + seated dinners are as follows; Formal photos = offsite 230pm = access for setup & deliveries 430pm ceremony begins 5pm ceremony concludes 5pm – 545pm = cocktail hour 545pm – 625pm’ish = dinner seating / formal walk-in / housekeeping notes / order taking 625pm – 640pm = first speeches / toasts 640pm’ish = first course served 715pm’ish = entrée served 8pm’ish = entrée cleared, B&G speech 815pm’ish = dessert & coffee served 845pm’ish = tables cleared from upper level 9pm’ish = first dances 11pm / 1130pm = late night food 1am = event concludes & full guest departure / vendor pick-up

Creative Skills (not from a design perspective) magazines, movies, TV shows, books, wedding planning associations, the Internet go where you get inspired Think outside the box / put your own spin on the idea If you see something you like, save it / write it down >> create an idea book / blog, etc. You never know unless you ask! Involve colleagues – don’t be afraid to ask for help Talk to friends / family Talk to the venue Do your research!! Call in favours  FOH & BOH experience Experience in venue / with couples Sales experience Developing / re-working floor plans Knowing your industry Common sense How you communicate / ask for something  Choose your words carefully, don’t hit send right away!

Organizational Skills Communication!!! With everyone – B&G, vendors, staff, wedding guests… You’ll be put in situations that test your diplomacy, don’t react unkindly, be positive Put systems in place to manage your time, details, conversations, notes, meetings, etc. Who’s responsible for what & due dates Track everything > after a meeting / phone call, recap in an email Remain Calm & In Control; it’s not personal. Weddings are emotional & stressful times, must show that you can ‘roll with the punches’… Always have a Plan B; “Hope for the best and plan for the worst” Attention to detail – deserves a class of it’s own! If you aren’t the type that enjoys managing the details, this isn’t for you… Wedding Planning is not glamourous > remember this & be ok with it Develop a budget that works & disclose from the beginning > it is your responsibility to equate their vision with actual dollars Multi-task & delegate

ORGANIZATIONAL SYSTEMS File Folders, colour coded, labeled & organized by date File folder for outstanding monies/invoices (with checklist inside) Emails (don’t take out of your inbox until it’s dealt with/solved/finalized) Outlook calendar: due dates, schedule meetings, site visits, phone calls, etc. Day planner with note pages – you never know when/where ideas will come to you Booking System software to schedule dates (prospect, tentative & confirmed) – create BEO’s (your “bible”) Floor plan software Excel (estimates, guest lists, etc.) Drop box or google docs for clients to access (where you keep everything in one place for all to access >> everyone knows what’s going on & when) Planning Meeting Template Packing / check list template Put people in place that you trust >> lawyer, accountant, financial advisor, bank

Final Project – Plan a Wedding! For your assigned couple, based on your brand / services & storyboard (must explain the how’s & why’s in presentation) Follow budget >> figure given is for venue, food & beverage, NOT including tax & gratuity >> respect the budget, if in doubt come talk to me Chose a venue, “book” it (try to get a sample contract from venue to see if there are any hidden costs or grey areas) MUST get a sample cost estimate from venue Do preliminary cost estimate for F&B / venue related charges (based on sample we use in class) “book” appropriate vendors >> ensure you have legit company info + pricing, include pricing on separate spreadsheet. Mandatory vendors to book = Officiant, Ceremony Music, Photographer, Florist, DJ/Band/Entertainment If the venue you choose requires you to source a particular item/vendor in order to execute the event, you must do so Optional vendors to source; cake, ceremony chairs, security, videographer, extras, etc. Unless of course your couple specifically requests something Choose all food & beverage (with accurate quantities & pricing) Do day-of schedule/time-line Do final cost estimate (based on preliminary estimate, fine-tuned with final guest count, details & F/B selections) Final floor plan (based on final guest count & clients’ wants)